Admin order 44-11-05 - Laserfiche WebLink

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Electronic Media Disposal Policy The City has established this policy which includes information that may be addressed in the Administrative Policies and Procedures Manual (APPM). The intent is to further clarify, explain and augment some of the policy information but not to contradict the APPM. When appropriate, relevant APPM sections will be cross - referenced with the corresponding APPM section number. 4.4.1 Overview A large volume of electronic data is stored on computer systems and electronic media /devices. Much of this data consists of confidential and sensitive information, including personnel records, personal information as defined in the APPM, public identity data, credit card data, and law enforcement records. The City of Eugene is covered by several federal, state and national laws and regulations that set forth responsibilities for protecting this information, including the Federal Privacy Act, the Health Insurance Portability and Accountability Act (HIPAA), the Payment Card Industry (PCI) Data Security Standards and the Red Flag Rules. In addition, copyright laws and software license agreements protect vendor rights regarding the use of software. Much of the software at the City is licensed under special licensing agreements which prohibit the transfer of this software outside of the City. The unauthorized disclosure of sensitive information may subject the City to legal liability, negative publicity, monetary penalties, and the possible loss of funding. All sensitive information and licensed software must be properly removed or destroyed when disposing of computer systems with hard drives, Personal Digital Assistants (PDAs), and removable media, such as CDs, DVDs, USB drives, Zip disks, diskettes, tapes and smart cards. In addition, no sensitive or confidential City information should ever be stored on personally -owned electronic devices and media. 4.4.2 Purpose The purpose of this policy is to define the requirements for proper disposal of City -owned electronic media and devices. 4.4.3 Scope This policy applies to all City -owned electronic devices and media when they are being transferred outside of the City control or anytime ownership is changed. All City of Eugene employees, contractors, interns, and volunteers are responsible for adhering to the requirements of proper sanitation of electronic media before disposal or change of ownership. 4.4.4 Policy All computer systems, electronic devices and electronic media must be properly cleared of sensitive data and software before being transferred outside of the City either as surplus property or as trash. Computer hard drives and portable storage devices must be sanitized by using software that is compliant with Department of Defense standards City of Eugene Electronic Media Disposal Policy 1112010 Page 1